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Salary: Grade 4, £22,197 - £24,144 (pro-rata)

Contract Type: Part time (0.7 FTE - 24.5 hrs a week) 12 months, Fixed Term Contract

Rewards and Benefits: 28 days annual leave, plus 9 buildings closed days (and Christmas Eve when it falls on a weekday) for all full time staff. Use our total rewards calculator: https://www.hw.ac.uk/about/work/total-rewards-calculator.htm to see the value of benefits provided by Heriot-Watt University.

Heriot-Watt University has established a reputation for world-class teaching and leading-edge, relevant research, which has made it one of the top UK universities for innovation, business and industry.

Nearly 30,000 students study with Heriot-Watt across business, engineering, design and the social, physical, biological and sports sciences. Our student body is roughly split evenly between the UK, our two campuses in Dubai and Malaysia, and online, with the latter being distributed across almost all the countries of the world. We also have many partnerships with other institutions world-wide who award Heriot-Watt degrees.

About our Team

We are seeking to appoint a part-time Administrative Assistant 0.7 FTE in the EPS PG Research Office to support the co-ordinated operation of postgraduate research activities across the School, with a focus on student recruitment, progression, and events.

The post holder will support the Postgraduate Research Team (both administrative and academic) as well as liaising with support services across the University, to ensure the student experience is a positive one.

Detailed Description

The role holder must have effective organisational, interpersonal, and communication skills which are vital to this role, as are numeracy and IT (Microsoft Office and HWU IT systems) skills. Applicants would ideally have experience of working in a similar role within a Higher Education Institution and knowledge of the postgraduate research student lifecycle.

This post will suit a self-motivated individual who is able to work flexibly as one of a team within a challenging and changing environment.

The work will be varied and will require the successful candidate to provide a fair, friendly and timely service to staff and students to meet our commitment to pursuing service excellence. To achieve this commitment all support staff need to be adaptable and prepared to support other members of the team to meet the needs of academic staff and students.

Key Duties and Responsibilities

Main Duties will include:

• Responsible for providing secretarial and administrative support for all postgraduate research activities within the PGR Office in the areas of application and recruitment, admission, enrolment, annual appraisal, and general student support.
• Acting as the first point of contact for visitors, students and staff entering the office; this will also include applicants who contact us electronically, by telephone and in person.
• Assisting with the postgraduate recruitment process; this will include contacting students upon application, requesting evidence from them to support their application, working on the student database (Banner) and internal monitoring systems.
• Co-ordinating the Annual Appraisal Process, including issuing the appraisal timetable and forms to staff and students, providing staff with detailed information regarding the requirements for their students, recording receipt of documentation, and entering progression codes to the relevant databases.
• Managing the process for payments of external examiners, including ensuring paperwork has been issued and completed and liaising with finance regarding payments
• Liaising with the Research Co-ordinators, Academics and other Service Teams to ensure that applications, student appraisals and external examiner payments are dealt with in a timely manner.
• Assisting students upon arrival, ensuring that their registration and induction is undertaken smoothly.
• Management of student records, issuing certification letters, filing thesis-related forms, archiving of student records appropriately.
• Monitoring attendance of foreign national postgraduate research students in line with student visa requirements and ensuring that the student records are filed as required for UK Visa and Immigration purposes.
• Providing support to the PGR Office Manager and Senior Administrative Assistant to update marketing materials, both online and hardcopy
• Providing cover for the PGR Office Manager and Senior Administrative Assistant in the taking of minutes at meetings, as necessary
• Assisting with event organisation including Annual PGR Events (Poster Event, Christmas Lecture, Photography Competition), Postgraduate Induction Events, postgraduate graduation ceremonies and other events as required.
• Undertaking any other duties appropriate to the grade of the post as and when required including support/cover for other administrative colleagues in EPS or reassinment to accommodate the needs of administrative support services in the School.
  

Education, Qualifications and Experience -

Essential

Desirable

For further information on this role follow the link: Administrative Assistant PGR

‘How to Apply'

Applications can be submitted up to midnight (UK time) on 11 July 2023.

Please submit via the Heriot-Watt on-line recruitment system (1) Cover letter describing your interest and suitability for the post; (2) CV .

At Heriot Watt we are passionate about our values and look to them to connect our people globally and to help us collaborate and celebrate our success through working together. Our research programmes can deliver real world impact which is achieved through the diversity of our international community and the recognition of creative talent that connects our global team.

Our flourishing community will give you the freedom to challenge and to bring your enterprising mind and to help our partners with solutions that can be applied now and in the future. Join us and Heriot Watt will provide you with a platform to thrive and work in a way that also helps you live your life in balance with well-being and inclusiveness at the heart of our global community.

Heriot-Watt University is committed to securing equality of opportunity in employment and to the creation of an environment in which individuals are selected, trained, promoted, appraised and otherwise treated on the sole basis of their relevant merits and abilities. Equality and diversity are all about maximising potential and creating a culture of inclusion for all.

Heriot-Watt University values diversity across our University community and welcomes applications from all sectors of society, particularly from underrepresented groups. For more information, please see our website https://www.hw.ac.uk/uk/services/equality-diversity.htm and also our award-winning work in Disability Inclusive Science Careers https://disc.hw.ac.uk/ .

We welcome and will consider flexible working patterns e.g. part-time working and job share options.

Use our total rewards calculator: https://www.hw.ac.uk/about/work/total-rewards-calculator.htm to see the value of benefits provided by Heriot-Watt University.